Executive Retail Assistant

: Job Title : Executive Retail Assistant Department: Retail Classification : Exempt Position Summary The Executive Retail Assistant is responsible for the day-to-day administrative process for the retail division and support services, allowing retail brokers to leverage their time and resources as they network or market commercial retail properties, represent retail buyers and sellers, and develop commercial retail properties. Essential Functions

• Prepare correspondence, proposals, listing agreements, and contracts for retail brokers
• Provide support and assistance with a range of daily tasks for the retail department, including calendar management, ordering lunches, receptionist duties, etc.
• Keep a tickler file for supported team of expiration dates of important documents/permits, i.e. Broker's License, TSA Pre-Check, Passport, etc.
• Run demos using mapping and demographic software, including Sites USA and Google Earth
• Mapping: plot site locations and/or retail competition maps using mapping software
• Maintain market aerials/maps on current territories, including our clients' stores, competitors, major malls, and big-box retail
• Utilize GIS and local government offices to locate ownership, property records, and tax information
• Perform demographic analysis as requested by our clients, including locating potential “hot spots.”
• Create materials for Real Estate Committee (REC) packages with aerials, market maps, demographics, drivetime zone maps, distance maps, and any other information required
• Assemble books for market tours, including market maps, contact brokers for property brochures, interface with Chambers of Commerce and Economic Development Committees
• Manipulate site plans, aerials, and other maps and documents in Photoshop Elements, Microsoft Publisher, and Snagit for Leases, Committee Review, Exhibits, and Broker Research
• Under the broker's guidance, assist in obtaining items required to close deals, including subdivision maps, permits, environmental reports, engineering reports, etc., and interface directly with vendors to obtain these items.
• Manage commission invoicing with accuracy and confidentiality
• Maintain Real Estate Licensing for all Brokers at The Keith Corporation
• Gather all retail listing information and provide it to the Marketing department for placement in external commercial databases
• Advise the Marketing department of new listing signage needs and provide relevant location and signage information.
• Maintain a neat and orderly work area.
• Planning, preparation, setup, and cleanup of internal and external retail broker meetings, luncheons, etc. Provide meeting support to other teams as needed
• Calendar management for multiple brokers
• Assist with the year-end budget for the retail department
• Prepare expense reports for the retail department
• Develop and maintain a positive working relationship with personnel on all levels, both within the company and with clients.

Other Functions

• Develop and maintain contact lists, client lists, prospect lists, etc.
• Assist brokers in creating prospect lists
• Perform database searches for retail brokers as requested and in the format requested.
• Manage any errands the retail brokers require (e.g., picking up blueprints, color copies, making deliveries, etc.)
• Arrange for travel, hotel, and car reservations
• Maintain membership records of various Broker affiliations, including ICSC, CCIM, etc.
• Occasionally provide backup support to the Receptionist as needed
• Assist brokers with personal errands & appointments

Competencies

• Strong interpersonal and problem-solving skills
• Excellent verbal/written communication and presentation skills
• Proven record of providing excellent customer service
• Highly organized, detail-oriented, ability to multi-task, and exceptional time management skills
• Determine priorities based on urgency and various deadlines
• Ability to assess workplace challenges and develop creative solutions

Technical Skills

• High proficiency in MS applications, including Outlook, Word, Excel, and PowerPoint
• Proficient in Publisher, Internet Research, Costar, Zipforms, and Mapping Software. (Photoshop Elements and Google Earth a Plus)

Knowledge, Skills, Abilities

• Associate degree (required)
• Bachelor's degree (preferred)
• Possess or be willing to obtain a notary commission certificate
• 5+ years of experience as an administrative assistant with similar duties
• Valid driver's license (required)
• Familiar with standard concepts, practices, and procedures within the field of commercial real estate

Position Type / Expected Hours of Work This is a full-time, exempt position with standard working hours, Monday through Friday, and a 40-hour workweek. However, as business needs become necessary, after-hours, holidays, or weekends may be required. This position is bonus eligible. Travel Occasional travel may be required for this position. Supervisory Responsibilities No supervisory duties for this position. Work Environment This position operates in a professional office environment. The noise level in this work environment is usually quiet to moderate. Physical Demands The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully: The employee is regularly required to talk or listen effectively. The employee is frequently required to sit, squat, stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. Specific vision abilities required by this job include Close vision and Distance vision. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Other Duties Please note this is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice. EEO Statement The Keith Corporation provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, The Keith Corporation complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. The Keith Corporation expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of The Keith Corporation's employees to perform their job duties may result in discipline up to and including discharge.